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Doing Business With The Town
Accounts Payable provides for the timely and accurate expenditure of the Town of Black Mountain funds and records expenditures in a manner consistent with town procedures, Generally accepted accounting principles (GAAP) and other regulations.
Accounts Payable is responsible for processing the Town's accounts payable and issuing checks to vendors; filing annual reports required by regulatory agencies; and adhering to established payable procedures; monitoring vendor statements and investigating billing or payment errors; researching returned checks; processing the purchasing card expenditures; providing follow-up services on outstanding payments and resolving problems which may arise; verifying that adequate backup documentation exists prior to authorizing the release of checks to vendors.
The Town strives to provide all vendors and suppliers an opportunity to bid on goods, services, and construction projects.
If you need to update your vendor information, please contact Accounts Payable. If you are a new vendor you must submit a completed Vendor Packet to Accounts Payable in order for any payments to be processed.
Invoicing Requirements
- All invoices must be received no later than thirty (30) days of completion of services or for goods provided.
- All invoices must include the Town's Department Name and your Vendor Information
- Invoices must include an invoice date and a unique invoice number
- A separate invoice must be submitted for each PO issued by the Town
- Sending an invoice before goods are shipped or received may cause a delay in payment
- Each line item description on the invoice must match the line item description on the PO issued by the town. If possible, invoices should be in the same order, or should reference the PO Line #
Where do I send invoices?
- All invoices must be emailed to: ap@tobm.org. [PDF is the preferred file format.]
- Each invoice should be sent in an individual PDF.
- Invoices sent in the text of an email or with a link to click and download cannot be accepted.
- If you have any questions about invoicing or an invoice you have submitted, contact Accounts Payable
Anyone interested in submitting a bid/quote/proposal with the Town may visit our portal to view all postings as well as sign up for alerts to receive notification when a new opportunity is available. The Town is committed to using technology tools that will improve service and reduce costs.
The Town will follow all applicable local, state, and federal procurement requirements when expending any funds. Should the Town have more stringent requirements, the most restrictive requirement shall apply so long as it is consistent with state and federal law. Contracts Funded with federal grant or loan proceeds must be procured in a manner that conforms to all applicable Federal laws, policies, and standards, including those under the Town’s Uniform Guidance Policy, to the extent that the standards do not violate state law, unless otherwise directed in writing by the federal agency or state pass‐through agency that awarded the funds. All Town contracts must comply with dollar thresholds in North Carolina Public Contracting Statutes.
CONTRACTS (supplies, apparatus and equipment including lease purchases and service contracts)
Total Amount of Purchase | Procurement Method | Solicitation Requirements |
---|---|---|
Up to $4,999 | Informal Quote | Department obtains one or more verbal, fax, online quote. |
$5,000.01 to <$30,000 | Informal Written Quote | Department attempts to obtain at least 3 written quotes. |
$30,000 to <$89,999 | Informal Bid | Department attempts to obtain at least 3 written bids. |
$90,000 and above | Formal Bid | Department attempts to obtain at least 3 sealed bids. *Additional requirements apply. |
PROFESSIONAL SERVICES (only for architectural, engineering, design, surveying, & construction management at risk)
Total Amount of Purchase | Procurement Method | Solicitation Requirements |
---|---|---|
Up to $149,999 $150,000 and above | Request for Qualifications (RFQ) *Applicable state licensing required. Publicly Advertised Request for Qualifications (RFQ) *Applicable state licensing required | Department solicits qualifications and selects highest ranked firm. Department solicits qualifications and selects highest ranked firm. |
CONSTRUCTION AND REPAIRS
Total Amount of Purchase | Procurement Method | Solicitation Requirements |
---|---|---|
Up to $4,999 $5,000 to $29,999 | Informal Quote Informal Written Quote | Department obtains one or more verbal, fax, online quote. Department obtains three or more written quotes. |
$30,000 to <$499,000 * Exception >$300,000 subject to NCGS 143-128 | Informal Bid *NCGS 143-131 Requirements & exceptions for certain building contracts*. | Department obtains one or more documented written bids. Requirements & exceptions for certain building contracts*. |
$500,000 and above | Formal Bid * Most restrictive requirements NCGS 143-29. | Department attempts to obtain at least 3 sealed bids. If at least 3 bids are not received by bid due date, must advertise again. |
- 2021-06-14_Item_5F_Purchasing and Uniform Guidance Policy request for council (1)
- Black Mountain Purchasing Terms and Conditions
- Black Mountain Uniform Guidance Procurement Policy
- R-22-05-eligible-project-policy
- R-22-06-nondescrimination
- R-22-07-financial-internal-controls
- R-22-08-Allowable Costs
- R-22-09-Records Retention
- R-22-10-Property Management
- R-23-11_Electronic_Advertisement_Contracts
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Accounts Payable
Physical Address
160 Midland Avenue
Black Mountain, NC 28711
Phone: 828-419-9300, ext. 302Fax: 828-669-4204
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Laurel Mabery
Accounting TechnicianPhone: 828-419-9300, ext. 302
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Cortney Kidd
Senior AccountantPhone: 828-419-9300, ext. 303
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Tammy Holland
Finance DirectorPhone: 828-419-9300, ext. 301